Why Automation Without Strategy is Just Faster Bullsh*t

Read Time: 4 Minutes

We recently saw a business automate their onboarding process. The result? They sped up every broken step. Sh*t hit the fan, just faster.

Not all automation is smart.

In fact, most businesses start automating too early. They throw tools at the problem before mapping what the process actually is, or should be.

This week, we’re unpacking the 3 common workflow archetypes we see again and again, and how to tell whether you’re optimising, firefighting or just feeding a broken loop.

Here’s what we’ll cover:

⚙️ The 3 Types of Workflows We See All the Time

🚀 Start with Mapping, Not Tech

🔑 Real-World Example: From Chaos to Clarity

Last Thursday, I nearly bottled it.

I was about to go and deliver my speech at the North Worcestershire Business Awards. As headline sponsor, suit and booted, speech half-rehearsed, all I wanted to do was quietly sneak out.

A brief conversation with my wife beforehand rattled me. I’d written a few jokes, looked around the room… and paranoia kicked in.

Not because I was nervous. But because I didn’t feel like I belonged.

I felt like I was destined to fail.

Because here’s the truth: I never meant to run a business.

I just wanted more freedom and fewer pointless meetings.

And yet there I was, about to talk to a room full of proper business owners, people who’ve fought through chaos, burnout, and bad systems. People like me.

So, instead of a polished sponsor pitch, I told the truth.

That automation isn’t really about software.

It’s about sanity.

It’s about the people doing three jobs at once, duct-taping processes together at 11pm.

Because when you fix the flow (not perfect, just right), you get your time back.

Your headspace.

Your confidence.

Your sanity.

And maybe even your weekends.

That’s why I do what I do.

And last Thursday reminded me it matters more than ever.

Let’s dive in 👇

The 3 Types of Workflows We See All the Time

When a business comes to us asking for automation or new tooling, it usually fits one of these patterns:

1. The Workaround Web 🕸️

   “Spreadsheet soup and Slack-tag triage. Everyone’s winging it.”

   These are the “just get it done” flows. Loads of manual fixes, lots of spreadsheets, and process knowledge stuck in people’s heads.

2. The Frankenstack Flow 🧟‍♂️

   “More logins than team members. Data islands. Confusion central.”

   Multiple SaaS tools duct-taped together. Data lives in silos. Everyone’s working hard, but nothing’s truly connected.

3. The Optimiser’s Loop 🔁

   “Rare unicorns. Clean. Evolving. Joy to work with.”

   These are rare, but brilliant. Clear steps, clear ownership, and a hunger to keep improving.

Nugget #1: If you automate a messy process, all you get is faster chaos.

Start with Mapping, Not Tech

Before jumping into AI or automation, the first step is brutal honesty.

Ask:

• What's the actual outcome we're trying to achieve?

• Who's involved, and how many steps are too many?

• Where do things stall, bounce back or go quiet?

Most broken workflows aren't broken because of bad software.

They're broken because nobody's ever mapped them out properly.

We dove deep into this on our recent Ctrl+Alt+Dev podcast episode with Steph Middleton-Foster from Configure Me This.

Steph's been untangling messy systems and building scalable workflows long before AI made automation fashionable. Her biggest lesson? The mistakes businesses make when they automate too early, before they've mapped what actually needs fixing.

If you're thinking about automation but don't know where to start, it's worth a listen. Real stories, real mistakes, zero fluff.

Nugget #2: Workflow clarity is what makes automation possible and valuable.

Real-World Example: From Chaos to Clarity

A recent client was onboarding thousands of users across multiple locations.

They had good people, plenty of data, and loads of tools… but nothing was connected.

Approvals got stuck.

Onboarding took weeks.

Nobody knew who was waiting on what.

We spent two days mapping the full workflow with them, start to finish. Then built a slim portal that:

✅ Gave real-time visibility

✅ Triggered tasks automatically

✅ Flagged bottlenecks before they blew up

No fancy AI. No stack overhaul.

Just process-first thinking, then light automation.

The result?

• 60% reduction in admin time

• Better experience for users and staff

• Confidence in the process again

Nugget #3: Don’t just automate the noise. Fix the flow, then add fuel.

What Can You Do Today?

🔹 Pick one critical workflow (onboarding, delivery, billing)

🔹 Map it on a whiteboard. No tools, just boxes and arrows

🔹 Ask your team: “Where does this fall down?”

🔹 Then, and only then, think about automation

Don’t wait for the chaos to explode. Grab a pen, map the madness, and ask your team where it all falls apart. THEN talk tools.

P.S. If something feels broken but you can’t quite name it, that’s your sign. Let’s map it out together. Free, honest, and no tech till it makes sense.

Need a fresh perspective on your software? I’m here to help. Book a 1-1 call with me, and we’ll figure it out together.

Do you know somebody else who could benefit from The Automation Advantage?

Before You Go…

How did you enjoy this email? I really value your honest feedback.

🔥 It was AWESOME!

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🥶 Needs work!